Writing Letters of Intent – Tips & Guidelines

Are you a student and want to apply in an undergraduate college/university, a graduate school, an athletic department at a college/university, or a business that provides an internship. We provide you in this document all necessary tips to write letter of intent. Some sample letters of intent are also given below that will help you in writing your own letter of intent. You need to consider following tips when writing a letter of intent;

  • Determine the name and address of the right person to receive the letter. You should not address the letter to department head but to appropriate person.
  • Letter should be written using proper business format.
  • Introduce yourself in the first paragraph of the letter of intent.

ü  Include what year you are in school

ü  what school you currently attend

ü  Any information that is pertinent

ü  For example, if you are writing to the basketball department of a school, it would be appropriate to mention that you are the captain of your high school basketball team.

  • Describe clearly why you are writing a letter.
  • Tell the reader why he should keep you in his organization.
  • Write your name, address, postal code, phone number in the start.
  • Mention the date on which letter will be submitted to concerned person.
  • Address the letter to the recipient by writing “Dear Sir / Madam”
  • Purpose of the letter should be mentioned clearly.
  • Requirements of all Seven C’s of business communication should be considered when writing a Cancel Service Letter.
    • Conciseness

Beauty of writing is hidden in conciseness. The letter should be stated in as few words as possible but it should communicate the whole message as well. Conciseness does not mean that in trying to write a short letter, you forget to include theme of the message.

  • Clarity

Your letter should be written in simple and easy language that can be understood by a normal person having no specialized background. Technical jargon should not be used in a business letter.

  • Completeness

Your letter should be complete enough to provide all necessary information to the recipient to take action. Make sure you have included the answers of all W’s in your letter i.e. Who, What, Why, Whom and How.

  • Concreteness

All the facts and figures should be included in the letter. For example it is better to say that “oil prices are increased by 15% in last one year”, rather than saying “oil prices increased rapidly last year.”

  • Courteousness

In business communication, you cannot give away courteousness. So you need to be courteous and polite in your approach irrespective of the fact that your recipient is your customer or your service provider, your employer or your employee. But politeness odes not mean you accept every thing of the other person. You should be firm on your points.

  • Consideration

Consideration means considering recipient of letter in a letter. You need to focus on “You” approach. It is better to write “you will be pleased to know that” rather than writing “we are pleased to inform you that”.

  • Correctness

All the information provided in your letter should be correct. There is no margin of mistake in business. Mistake means you are loosing some monetary value. It also gives a bad impact if you say something wrong. Wrongly adding something in your letter has a negative impact on your goodwill as well.

  • At the end mention your name.
  • Make the ending strong
  • Type your letter and print it on quality paper, but also include a handwritten signature.
  • Proofread your letter at least once.

ü  Be sure you have spelled everything correctly.

ü  Have you checked your letter for grammatical mistakes?

ü  Break down any contractions (e.g. “I’ve” to “I have”).

ü  Avoid colloquial writing. You want to sound professional, objective, and educated.

ü  Check the punctuation use carefully.

ü  Make a copy of your letter before sending it.

Sample Letter of Intent 1


Name of Recipient:

Name of Organization:

Phone Number:

Dear Sir/ Madam,

We wish to express our intent to start an OSA Student Chapter at the University of ___________. The purpose of our chapter is describe as follows in our “mission statement.”

First and foremost, the chapter shall enhance the quality of optics student life through the promotion of student community, student education and industrial contact.

Second, the chapter shall promote optics within the university through undergraduate awareness, optics representation in student government and promotion of interdepartmental collaboration.

Third, the chapter shall act to bring the university and industry together through education (i.e. seminars) and collaboration.

Finally, the chapter shall participate in community outreach in the form of Youth Science education, community education (i.e. university tours or lectures) and shall promote the optics programs at _________ to the optics community at large.

We hope that this letter of intent reflects some of the objectives of the Optical Society of America and that it will be a strong basis for our new Student Chapter at the University of _____________.


Yours sincerely, / faithfully



Sample Letter of Intent 2


Name of Recipient:

Name of Organization:

Phone Number:

Dear Sir/ Madam,

This letter is to inform you that I have submitted an application for the 2009/10 Mayor’s

Graduate Scholarship Program (MGSP). I am a New York City employee applying to your

Master’s in Public Administration graduate program for admission in the fall of 2009.

Please consider my applications for your graduate program and MGSP.

If there are any questions regarding my applications, please contact me at ___________

during business hours or leave a message at my home number, _______________________.

Thank you for your time and consideration.

Yours sincerely, / faithfully